Sell More Bookings, Spend 

Less Time & Money​: 

Shortening the Sales Cycle in 
the Travel Industry with Travel 
Software 
Have you heard that in sales, a quick response to 
the customer’s inquiry increases your chance of 
sales by 50%? 

In the hundreds of presentations to thousands of employees and 

owners of travel agencies, one thing was common to all of them. 

Too much time is wasting away on manual work a ​ reservation 

specialist has to do​ ​before a quote can be sent to a client. 

And while it’s a problem that manual confirmations take too much of 
your valuable time, the bigger issue is that you are actually ​losing 
clients because you cannot act quickly. 

Why is your travel agency’s 

business process inefficient?
 

You’re losing time 

Let’s look at how much time you spend checking availability with your 
suppliers for an inquiry consisting of four services: accommodation, 
transfer, a one-day tour and a ticket for a museum. 

Each of these services requires contacting your supplier to check 

availability and get a confirmation before creating a quote. 
Our clients say this usually takes around 30 minutes per quote. 
During this time, a competitor agency might already have responded 
to the client. 
 

You’re losing control 

 
The more your agency grows, the more difficult it becomes to ​keep 
track of​ ​Excel sheets, a cluttered inbox​, and numerous email threads. 
Passing on the work to a colleague​ is almost impossible without 
centralized information. 

Lack of information creates room for mistakes. Even if you’re being very 
careful,​ a​ ​small lapse that can cause big problems ​that can damage 
your agency’s reputation - and bank account.  

For example, if an agent forgets to confirm a transfer for a client, the 

price of this mistake is more than just the cost of a substitute flight 
ticket. 
 

​ ou’re losing the sale 

Y

Having employees ​process all inquiries manually​ means business is 

only done during the employee’s office hours – forget about the 
weekend, vacation days or the sick leave. 

And even during the office hours, the agent’s response can be 
immediate only if their ​time zone matches with their client’s​. 

Therefore, all inquiries received outside the local business hours or in 
the employees’ absence are ​money lost​. 
Is it time to let go of the Excel 
sheets?
 
If ​your travel business has grown​ to the point where it’s frustrating to 
manage your business via Excel sheets, email client and files scattered 
around in folders, it’s time to consider s​witching to a software solution 
for travel agencies and tour operators. 

Lemax travel software was built to help travel agencies and tour 
operators m
​ anage their whole travel business in one place​. 

It centralizes the communication between the client, agent, and 

supplier, boosting the efficiency and reducing the length of a sales 
cycle. 

The valuable time of your sales representatives’ is then better spent 

selling more bookings​, instead of doing repetitive manual work 
machines can do flawlessly. 

The typical stages of the booking 

process
 
Let’s look at a side-by-side comparison of the operations and sales 
process done manually and with travel software for a ​ web inquiry​ for 
Vienna, Austria, c​ onsisting of four services​: accommodation, transfer, a 
one-day tour and a ticket for a museum. 

 
Without travel software 
 

After the inquiry arrived at the agency’s email, agents are meant to 
check service availability with suppliers​ as soon as possible.  

That’s up to four suppliers for the four services mentioned, which 

equals ​up to four emails or phone calls​.  

After you are finished checking the reservation items’ availability with 
suppliers, you should​ create an offer and a sample itinerary​ for the 
client. 

Once the ​customer accepts the offer​, it’s time to secure service 
availability by ​checking in with the suppliers again​, each one 
individually. 

In case the items are available and the ​supplier sends back the 
booking number​, the agent creates an invoice and sends it to the 
client to pay. 

This is a typical scenario i​ n case the client doesn’t want to make any 
changes​ to the itinerary… which is not typical at all! 

Also, if a reservation specialist makes just one error while copying the 
information from the email to the Excel and vice versa, they have to 
repeat some of the stages​ of this process. 

 
Lemax travel software has already 
helped many travel agencies and tour 
operators whose sales agents were 
spending too much time managing 
every potential booking manually. 
How long does one simple booking 
taking to process? 
 

In conversations with our clients, we found that an average reservation 

specialist takes ​30 minutes to obtain a supplier availability 
confirmation​ for an inquiry consisting of 5 services.   

If your a
​ gency receives 500 inquiries monthly​, it will take your ​agents 
250 working hours to process​ them. An average month has 160 
working hours. 

That time cost increases with the growing number of received inquiries 
and a larger number of reservation items. 

Also, note that this calculation doesn’t include any additional changes 
and that it takes into account only the minimal time cost. 

Stages of the booking process 

 
With Lemax travel software 
 

Let’s look at the same four-service inquiry, but for a travel agency using 
travel software.  

When a client inquiry is received on the agency’s web, ​Lemax travel 

software automatically opens a new inquiry ​in the system and 
automatically sends out s ​ ervice availability inquiry​ to suppliers.  

With a simple click of a button, ​the supplier can easily send 

availability confirmation back​ into the system within minutes. 

Depending on the response, the status of each reservation item 

automatically changes its status in the system. 

Now, the reservation specialist should create an offer. Again, it is very 

simple with Lemax travel software. J ​ ust one click​ enables the 
reservation specialist t​ o create and send a quote to the client​. 

When the client accepts the offer, the system sends ​yet another 
automatic confirmation​ to the supplier to finally confirm availability for 
the requested service. 

If the items are available, the supplier sends back the booking number, 
and with a click of a button, the reservation specialist can 
automatically create an invoice, vouchers, itineraries​, and many 
other documents. 
 
 

No copying data from one place to 

another, no emails to the supplier, no 
time lost creating the same documents 
over again. All stages of the booking 
process are managed inside Lemax travel 
software! 
Calculate how much your travel 
agency can save with travel 
software 
 

In Lemax, we favor ​actions and results​ over words. 

We want you to really experience how much your travel agency could 
benefit from automating their processes.  

Dowload the savings calculator​ by Lemax to ​estimate the revenue 

increase your business could achieve​ with travel software. 

A few tips on h
​ ow to use the savings calculator​: 

● on the left side, you will find several editable fields 

colored grey 
● that’s where you can insert your agency’s current 
numbers 
● as you fill out that part, the bottom of the table will be 
calculated automatically 
● in the far right column, you will get a preview of the 
saved hours and increased revenue. 

 
Do you want to save even more 
time and money?
 
 

Is there anything better than shortening your agency’s sales cycle and 
having to do less work?  

How about ​zero manual work​? 

A special module within Lemax travel system called Full Sales 

Automation handles a ​ ll the stages of the booking process 
automatically​, without having to make a single click.  

From the moment a web visitor clicks on a web inquiry to the moment 
they receive an invoice, Lemax software, and its Full Sales Automation 
module handle the whole process automatically. 

With Full Sales Automation, you are ensuring that ​your travel agency 
will always be the first one to respond ​to a client’s inquiry. 

While working quietly in the background, Lemax travel software makes 

the booking process fast, efficient and error-free. During that time, your 
agency will start d
​ oing more business with the same number of 
employees​! 
 

Interested to see Lemax travel software live in 

action? R
​ eserve an individual consultation​ with a 
Lemax sales representative.